The first pass should answer four narrow questions: what arrived, where it came from, whether it can be opened, and what obvious gaps or anomalies need a second look. Do not start by searching for the “best” quote. That creates notes before stable source identifiers exist.
1. Preserve the delivery
Save the package exactly as received. Record the sender or portal, the delivery date and time, the original location, and any accompanying message. Keep an untouched original set separate from working copies.
2. Build the source inventory
For each file, capture a stable Source ID, original filename, relative path, file type, byte size, modified timestamp, and SHA-256 value. Record open failures instead of silently skipping them.
3. Check the production shape
- Count files and pages where practical.
- Check for empty, encrypted, corrupt, unreadable, or duplicate files.
- Compare mentioned attachments with the files actually produced.
- Check numbering, date spans, and folder names for obvious gaps.
4. Separate findings from gaps
A missing attachment, unexplained numbering break, or absent date range belongs in a gap queue with the exact next proof step. It is not yet a factual conclusion about why the item is absent.
For federal requests, FOIA.gov notes that high-volume or multi-location requests are typically more complex. Pennsylvania requesters should use the current Office of Open Records Citizens’ Guide for state-specific process guidance.